VELA Preventive and Corrective Maintenance 2026-2030

The European Commission is launching a call for tenders identified as EC-JRC/IPR/2025/OP/2447 for VELA Preventive and Corrective Maintenance 2026-2030, with a total estimated value of 1,569,000 EUR. This framework contract, divided into four distinct lots, aims to secure maintenance and calibration services for the Vehicle Laboratories to ensure their operational efficiency and compliance with ISO 17025 accreditation. The individual lots focus on maintenance for safety-related systems, air conditioning equipment, VELA MaSu air conditioning and sampling systems, and the EMC chamber, with estimated values of 334,000 EUR, 342,000 EUR, 482,000 EUR, and 411,000 EUR respectively.

This procurement opportunity will allow single applicants or companies capable of delivering the specified maintenance services to participate. The geographic eligibility primarily includes entities from EU and EEA member states. The contract period extends for 48 months, and applicants must submit their proposals electronically by August 25, 2025, at 12:00 CEST. The tendering process is an open call, with selections based on the lowest price, with no requirement for co-funding from applicants. The submission entails a straightforward single stage with no specified success rates or consortium requirements. Interested entities must have a Personal Identification Code (PIC) to participate, ensuring compliance with EU regulations.

The overarching goal of this tender is to maintain the operational standards of the Vehicle Laboratories, fulfilling legal obligations set forth by EU regulations 2018/858 and 2018/1832. The technicians selected will provide crucial services vital for the accreditation and effective functioning of laboratory equipment. The award process involves price evaluation, with submissions required to adhere to electronic guidelines and technical standards specified in the tender documentation.

The European Commission, DG JRC Joint Research Centre is launching a call for tenders EC-JRC/IPR/2025/OP/2447 for VELA Preventive and Corrective Maintenance 2026-2030. The TED reference is 134/2025 463996-2025. This is an open procedure, and submissions must be electronic. The estimated total value is 1569000 EUR. The TED publication date is 16/07/2025.

This framework contract covers the services of maintenance and calibration of equipment and facilities of the Vehicle Laboratories to ensure their proper operation. Specific provisions for instruments calibration to meet the ISO 17025 requirements are needed to maintain the accreditation of the laboratories in order to fulfil the legal obligations laid down in Reg. 2018/858 and 2018/1832.

The call for tenders is divided into four lots:

Lot 1: Maintenance of Safety related systems. The estimated value is 334000 EUR.
Lot 2: Maintenance of Air Conditioning Equipment. The estimated value is 342000 EUR.
Lot 3: Maintenance of VELA MaSu Air conditioning and sampling systems. The estimated value is 482000 EUR.
Lot 4: Maintenance of EMC chamber. The estimated value is 411000 EUR.

For all lots, the nature of the contract is services, the maximum contract duration is 48 months, and the award method is lowest price. It is a framework agreement without reopening of competition. The main classification (CPV) is 50000000 Repair and maintenance services, and the additional classification (CPV) is 50433000 Calibration services.

Key Milestones:
TED publication date: 16/07/2025
Date and time of public opening: 26/08/2025 10:00 Europe/Rome
Deadline for receipt of tenders: 25/08/2025 12:00 Europe/Rome
Contracting authority is not bound to reply to questions submitted after: 14/08/2025 05:00 Europe/Rome

The following documents are available for download:
EN01. 2447 Invitation to tender Invitation letter Published on 16/07/2025 All lots Version 1 No translations available
EN02. 2447 Annex I TS Part 1 Administrative specifications ALL Lots Tender specifications adm. part Published on 16/07/2025 All lots Version 1 No translations available
EN03.1. 2447 Annex II TS Part 2 Technical specifications Lot 1 Tender specifications Published on 16/07/2025 Lot 1 Version 1 No translations available
EN03.2. 2447 Annex II TS Part 2 Technical specifications Lot 2 Tender specifications Published on 16/07/2025 Lot 2 Version 1 No translations available
EN03.3. 2447 Annex II TS Part 2 Technical specifications Lot 3 Tender specifications Published on 16/07/2025 All lots Version 1 No translations available
EN03.4. 2447 Annex II TS Part 2 Technical specifications Lot 4 Tender specifications Published on 16/07/2025 Lot 4 Version 1 No translations available
EN04.2. 2447 Annex 2 Declaration on honour ALL Lots Declaration on honour (tender) Published on 16/07/2025 All lots Version 1 No translations available
EN04.6. 2447 Annex 6 Financial offer form Lot 1 Financial offer form Published on 16/07/2025 Lot 1 Version 1 No translations available
EN04.6. 2447 Annex 6 Financial offer form Lot 2 Financial offer form Published on 16/07/2025 Lot 2 Version 1 No translations available
EN04.6. 2447 Annex 6 Financial offer form Lot 3 Financial offer form Published on 16/07/2025 Lot 3 Version 1 No translations available

Submissions must be sent exclusively at the address for submission given below, using the electronic submission method.

FAQ regarding the eSubmission system:
How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Please make sure you use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, try the following steps: 1. Clear the cache and cookies on the Internet browsers.
Which Internet browsers does eSubmission support? Please use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements.
Is it possible to view the details of the submission after the deadline? The content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. Thus, the system will not allow decryption after the upload.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Depending on the type or step of procedure, you can find the submissions in one of these sections: In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate.
Which size should attachments have? For attaching files to your tender submission, eSubmission accepts files that are less than 50 MB in size. Any larger sizes will not be accepted by the system.
How should I name attachments in eSubmision? In eSubmission, you must name the attachments for your tender draft following the System Requirements. With regards to all attachment names, please see the following conditions: The attachment name must be aligned with the name requested in the tender specifications. The attachment name must not exceed 50 characters. The attachment name must only contain Latin characters (a z, A Z), numbers (0 9), underscore (_), hyphen (-) or dot (.).
Can I submit a video in eSbmission? Which formats are supported? You can check the System Requirements of eSubmission.
I received an invitation from the F&T Portal but cannot view the procurement documents. Invited candidates can only see the procurement documents after having selected an organisation. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action” column.
Do I need to validate my PIC in order to submit a tender in eSubmission? The Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). For subcontractors PIC is not mandatory.
I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? When uploading a file in eSubmission, you must first make sure it follows the technical requirements of the system.
How many attachments can I upload per submission? The maximum number of documents the system will allow you to upload per tender is 200 files. You are able to check the eSubmission System Requirements in the documentation by clicking on the link.
Why do tenderers need a PIC? It is mandatory to register for a PIC if you intend to submit a tender or a request to participate. Only one PIC per organisation must be used. Therefore, if your organisation already has one, use that one.
How do I register my organisation and get a Participant Identification Code (PIC)? First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.
What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.
How many languages does the system support? The system is multilingual and supports all 24 official EU languages.
Which is the character set encoding in the system? The character set encoding is UTF-8.
Does the system use encryption to ensure the integrity and the confidentiality of the information? Yes, the system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism.
Which file types does the system support? The supported file types depend on the type of submission you want to make. The allowed file types are specified within the system requirements linked to the procedure in question.
Can I view and edit my draft submission? Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted.
In the submission report, under the name of our entity, "Legal form: UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission? No, it is just a display issue. This is not blocking for you: you can submit.
I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent? No, this is an auto-generated notification sent when the time limit of receipt defined for the call for tenders has been reached. Until then, you had the possibility of withdrawing your submission.

In summary, this is a call for tenders by the European Commission's Joint Research Centre for preventive and corrective maintenance services for equipment and facilities in its Vehicle Laboratories. The goal is to ensure the proper operation and calibration of these facilities, maintaining ISO 17025 accreditation and fulfilling legal obligations. The tender is divided into four lots, each focusing on a specific area of maintenance: safety systems, air conditioning equipment, VELA MaSu air conditioning and sampling systems, and the EMC chamber. The total estimated value of the framework contract is 1,569,000 EUR, and the contract duration is 48 months. The award will be based on the lowest price. Interested parties must submit their tenders electronically by 25/08/2025, following the guidelines and requirements outlined in the tender documents. A Participant Identification Code (PIC) is mandatory for participation.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to companies, SMEs, and other organizations with the capacity to provide maintenance and calibration services for vehicle laboratories.

Funding Type: Procurement. This is a call for tenders, indicating a procurement process where the contracting authority (European Commission, DG JRC) is seeking services from external providers.

Consortium Requirement: The information does not explicitly state whether a single applicant or a consortium is required. However, the tender documents should provide details on whether consortia are allowed or preferred.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but since it is an EU tender, it is likely open to entities registered in EU member states and potentially other countries associated with EU programs.

Target Sector: The target sector is repair and maintenance services, specifically related to vehicle laboratories and their equipment. This includes calibration services to meet ISO 17025 requirements.

Mentioned Countries: No specific countries are mentioned, but the reference to the European Commission and EU regulations (Reg. 2018/858 and 2018/1832) implies that the opportunity is focused on the EU.

Project Stage: The project stage is for operational services, specifically maintenance and calibration of existing equipment and facilities.

Funding Amount: The estimated total value of the tender is 1,569,000 EUR. The estimated values for each lot are: Lot 1: 334,000 EUR, Lot 4: 411,000 EUR, Lot 3: 482,000 EUR, Lot 2: 342,000 EUR.

Application Type: Open call for tenders.

Nature of Support: Non-monetary services. The selected tenderers will receive service contracts to perform maintenance and calibration services.

Application Stages: The number of application stages is not explicitly mentioned, but it is a standard tender procedure, it likely involves at least two stages: submission of the tender and evaluation of the offers.

Success Rates: The success rates are not mentioned.

Co-funding Requirement: The co-funding requirement is not mentioned.

Summary:

This is a call for tenders by the European Commission, DG JRC (Joint Research Centre), for the provision of preventive and corrective maintenance services for the Vehicle Laboratories. The tender, identified as EC-JRC/IPR/2025/OP/2447, has an estimated total value of 1,569,000 EUR. The tender is divided into four lots, each focusing on a specific area of maintenance: Lot 1 concerns the maintenance of safety-related systems, Lot 2 focuses on the maintenance of air conditioning equipment, Lot 3 covers the maintenance of VELA MaSu air conditioning and sampling systems, and Lot 4 addresses the maintenance of the EMC chamber. The contract duration is a maximum of 48 months, and the award method is based on the lowest price. The deadline for receipt of tenders is 25/08/2025 at 12:00 Europe/Rome, and the contracting authority is not bound to reply to questions submitted after 14/08/2025 at 05:00 Europe/Rome. The TED publication date is 16/07/2025, and the date and time of the public opening is 26/08/2025 at 10:00 Europe/Rome. The tender aims to ensure the proper operation of the vehicle laboratories and maintain their accreditation by meeting ISO 17025 requirements and fulfilling legal obligations laid down in Regulations 2018/858 and 2018/1832. Submissions must be electronic, and tenderers must adhere to the eSubmission system requirements, including file size limits (under 50 MB per file) and naming conventions. A Personal Identification Code (PIC) is mandatory for participation. The system supports all 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents to ensure integrity and confidentiality.